HansaWorld Enterprise M ail manualdownloads.hansaworld.com/downloads/Manuals/English/06.02.HW42.Mail... · register (including the assigning of passwords) can be found in the ‘System

HansaWorldEnterprise

Integrated Accounting, CRMand ERP System for

Macintosh, Windows, Linux,PocketPC 2002 and AIX

Mail

© 2004 HansaWorld (UK) Limited, London, EnglandAll rights reserved

Program version: 4.2 2004-10-22

PrefaceThe HansaWorld Enterprise range of products contains a number of powerfulaccounting, CRM and ERP systems for the Windows, Macintosh, Linux,PocketPC 2002 and AIX environments.

The programs are designed to make administration and accounting as easyand fast as possible. They are similar in operation regardless of platform. Inthe specific areas where there are significant differences, these are describedand illustrated in full. In all other cases illustrations are taken from theWindows version.

This manual covers Hansa’s Mail features. Prior to reading it, you shouldalready be familiar with Hansa’s Work Area (its modules, registers, windows,menus and buttons, covered in the ‘Introduction to HansaWorld Enterprise’manual) and the Customer register (described in the ‘Customers andSuppliers’ manual).

Text in square brackets - [Save], [Cancel] - refers to buttons on screen.

How these manuals are organisedIntroduction to HansaWorld Enterprise

Introduction Installing HansaWorld Enterprise, the basic ideasWork Area Basic elements of HansaWorld Enterprise: modules, registers,

windows, menus, functions, buttonsAccounting Principles

About the place of HansaWorld Enterprise in your business,integration between ledgers, objects

Starting Work Entering opening balances

Manuals for each ModuleAssets Asset accounting, calculation of depreciation using user

definable depreciation models, revaluationCash Book Inward and outward cash transactions, receipts and paymentsConsolidation Multi-company reporting, subsidiaries and daughter companiesContracts Periodic invoicing and repeat billing, contract renewals,

contract quotations, contracts from invoicesCRM Time management using daily or monthly calendar formats.

Contact and customer history. Customer letters and mailshots.Target time. Employee Time Statistics

Currency Multi-currency in all modulesCustomers and Suppliers

Customers and suppliers, customer categories and reportsExpenses Payments to and from employeesItems and Pricing Products and services, pricingJob Costing Project management. Recording time, expenses and purchases.

Instalments. Pricing by consultant, project, task and time ofday. Budgets and quotations

Mail Internal mail, external mail (email), conferences, off-line localmail, chat

Nominal Ledger Transactions, simulations, budgets & revised budgets. Errorcorrection. Account reconciliation. Transaction templates.Flexible management and financial reports with multi-dimensional analysis and drill-down to transaction level

Production Multi-level assemblies from componentsPurchase Ledger Purchase invoices, payments and payment suggestions, creditor

reports, prepayments, accruals, acceptancePurchase Orders Purchase orders, goods receipts and purchase pricingQuotations Sending quotations, call backs, pipeline management,

opportunity forecasting and conversion ratio reportingReport Generator User-definable reportsSales Ledger Invoices, receipts, debtor reports and documents, deposits and

prepayments, accrualsSales Orders Orders and deliveries. Invoices from ordersService Orders Management of service stock, invoicing of repairs, warrantiesStock Deliveries, goods receipts, stock movements, batch and serial

number tracking, multi-location stock managementSystem Settings and parameters. System-wide usage

HansaWorld Enterprise

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ContentsPreface........................................................................................ IIHow these manuals are organised......................................... III

Mail .............................................................................8Setting up the Hansa Mail System ..........................................8

The Server ................................................................................8Admin Client .....................................................................11

Persons .................................................................................. 13Conference Access Groups...................................................... 14Mailboxes................................................................................ 16Conferences............................................................................ 20Miscellaneous Settings............................................................. 24External Mail ........................................................................... 27

Incoming External Mail (POP3) .............................................30Outgoing External Mail (SMTP).............................................37Encoding..........................................................................38Activating the Gateway........................................................39Backing up the Gateway......................................................39External Mail in a Single-User Installation................................40

Sending and Receiving Mail...................................................42Sending Mail ........................................................................... 46

Sending External Mail .........................................................47Mail and Conferences .............................................................. 50Replying to and Amending Mail................................................. 54Marking Mail as Not Read ........................................................ 57Attachments ............................................................................ 57Printing Mail ............................................................................ 58Saving Mail ............................................................................. 59Searching for Mail.................................................................... 60Deleting Mail ........................................................................... 61

Contents

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Local Mailboxes ...................................................................... 62Configuring a Local Mailbox System ..........................................62

The Server ....................................................................... 62The Clients....................................................................... 62

Using Local Mailboxes..............................................................67Chat........................................................................................... 69

Buttons ....................................................................................71Invite............................................................................... 71Who is in this chat? ............................................................ 71Beep Others ..................................................................... 71Save as File ..................................................................... 71

Presentations .......................................................................... 72Entering a Presentation.............................................................72Reading Presentations..............................................................72

Maintenance ............................................................................ 73Introduction..............................................................................73Clean Up Mail Registers ...........................................................73

Removing Mail Automatically................................................ 74Emptying the E-mail Queue ................................................. 75Emptying the “Tmp” Folder .................................................. 76

Change Mailbox Name .............................................................76Restore Recently Deleted Mail ..................................................77Update Postmaster Mailbox ......................................................77

Reports..................................................................................... 79Introduction..............................................................................79E-mail Aliases ..........................................................................80E-Mail Queue List.....................................................................81Mail Count ...............................................................................82

Index..........................................................................86


Mail


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MailHansa’s Mail facilities allow users in multi-user systems to—

· send Mail to other users in your Hansa system, with or without attachedfiles or Hansa records;

· send Mail to Conferences, where it can be read by all users (subject toaccess restrictions);

· update Mail that has been sent by other users;

· send and receive e-mail (electronic mail is also termed “External Mail”in this manual, signifying that its original source or final destination isoutside the Hansa Mail system); and

· chat with other users.

Setting up the Hansa Mail System

The Server

Set up the server as described in the ‘Creating a New Database - Multi-user’section in the first chapter of the ‘Introduction to HansaWorld Enterprise’manual.

Open the Configuration setting in the System module. Ensure the numbers ofNamed and Concurrent Users and Mailboxes are correct, as follows—

Named Users Named Users are useful in cases where it is known thataccess to Hansa will be limited to certain employees inan organisation. Each employee that will use Hansashould be entered as a record in the Person registerinside Hansa. Each Person must also have a Mailbox.The number of Named Users is the maximum number ofMailboxes that can be registered in Hansa. This numbershould be recorded in the Named Users field in theConfiguration setting. Do not record the number ofMailboxes in the Extra Mailboxes field.

For example, if you have purchased three Named Users,you can register a maximum of three Persons with three

Mail - Setting up the Mail System

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Mailboxes in your system. These threePersons/Mailboxes will represent the three employeesthat can use your system: all three will be able to log into Hansa at once. You can register additional Personswithout Mailboxes, perhaps for time recording purposesor for recording expenses for employees that will not useHansa themselves. If one of these employees logs in toHansa, other users will not be able to log in and theadditional employee will automatically be logged outafter one minute. To grant true access to one of theseadditional employees, you will need to purchase anadditional Named User, record the increase in theNamed Users field in the Configuration setting, and thencreate a Mailbox for the additional employee.

Concurrent Users Concurrent Users are useful in cases where it is knownthat many employees in an organisation will need accessto Hansa, but not all at the same time. Each employeethat will use Hansa should be entered as a record in thePerson register inside Hansa. Each Person should nothave a Mailbox: if a Concurrent User needs a Mailbox, itmust be purchased separately and recorded in the ExtraMailboxes field in the Configuration setting. This fieldrecords Mailboxes for Concurrent Users only and shouldnot be used for Named Users. The number of ConcurrentUsers is the maximum number of users that can belogged in to your Hansa system at any one time.

For example, if you have purchased three ConcurrentUsers, you can register any number of Persons (withoutMailboxes). These Persons will represent the employeesthat can use your system: any three will be able to log into Hansa at once. A fourth Person attempting to log inwill be informed that the maximum number of users isalready using Hansa.

Make sure too that the number of Conferences is correct, and that the Serverbox on the ‘Basic’ card and the E-Mail and Conferences box on the ‘CRM’card are both checked. If you will be using external mail, check the ExternalE-Mail box, also on the ‘CRM’ card.

If you have been using Hansa for some time before implementing its mailfacilities, any changes in this setting will result in you having to apply for anew Enabler key.


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If you want users to be able to log on to the server to send and receive mailover the internet using a browser, check the Home Page, Internet Server andMultiple Internet Users boxes on the ‘Technical’ card. Please refer to yourlocal Hansa representative for more details about this feature.

Ensure that a folder or directory named “Attach” is in the Hansa serverfolder. This is used to store any files that have been attached to internalMails.

If the server will be acting as the Gateway, a folder named “Tmp” should alsobe present in the Hansa server folder. This is used to store mail attachmentsdownloaded from the POP3 server before they are transferred to the “Attach”folder and attachments that are to be uploaded to the SMTP server. Pleaserefer to the ‘External Mail’ section below on page 27 for details about settingup the Gateway.


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The remaining set-up work should be carried out on the server itself, or froma client machine. In both cases, apart from the entering of recordsrepresenting members of personnel to the Person register, all configurationwork for the Hansa Mail system is carried out in the E-mail and Conferencesmodule. You should therefore log in as a Person that has access to thismodule.

Admin ClientIf you are working on a client machine, some settings (E-Mail Aliases, E-Mail POP3 Servers and Gateways) require you to change to “Admin Client”mode after you have logged in. To do this, go to the Technics module usingthe Modules menu and open the Program Mode register. Choose ‘AdminClient’ from the Operations menu. If you are not in “Admin Client” mode,any work you do in these three settings will be saved on your client machineand not on the server. Once you have completed the setup work, leave“Admin Client” mode by returning to the Program Mode register andchoosing ‘Normal Client’ from the Operations menu.

If ‘Technics’ is not available on the Modules menu, the probable reason isthat you have logged on as a Person that does not have access privileges forthis module. If you are the system administrator, it is recommended that yourPerson record should belong to an Access Group that Starts from Full Accessand explicitly grants full access to the Technics module, as shown overleaf.


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If your Person record belongs to such an Access Group, you will be able toenter the Technics Module on a client machine in order to change to “AdminClient” mode.

Persons and Access Groups are both fully described in the ‘System Module’manual.


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Persons

All members of personnel likely to use the mail system should be entered tothe Person register, found in the System module. Full details about thisregister (including the assigning of passwords) can be found in the ‘SystemModule’ manual.

For each Person likely to send external mail, specify a return Email Addresson the ‘Bonus’ card—

Where there is more than one Company in the database, records in the Personregister are specific to the Company in which they were entered. However,their Mailboxes will be open to all Companies in the database. This allowsmail to be sent between Persons in different Companies. One implication ofthis is that all Persons across all Companies should have different Signatures(initials). If there are two or more Persons in different Companies with thesame Signature, they will not be able to have their own Mailbox.

If you are using external mail and have a separate Gateway machine, create arecord in the Person register for the sole purpose of allowing the Gateway toconnect to the server. So, it should have a Signature such as “GATE”. This


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Person should belong to an Access Group that Starts from No Access andwith full access to the External Gateway module only—

Access Groups are created using the Access Group register, described in the‘System Module’ manual.

Conference Access Groups

When setting up a mail system in Hansa, you are likely to define a number ofMailboxes and Conferences. Mailboxes are personal: only their owners canview their contents. They can be used both to send and to receive Mail.Conferences are more public: unless there are access restrictions, theircontents can be viewed by everybody. They can only receive Mail. For fulldetails of Mailboxes and Conferences, please refer to the next two sections inthis manual.

If you want to establish a system of access restrictions for your Conferences,use the Conference Access Groups setting in the E-mail and Conferencesmodule. Select ‘E-mail and Conferences’ from the Modules menu and clickthe [Settings] button in the Master Control panel (or select ‘Settings’ from the


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File menu). In the resulting list, double-click ‘Conference Access Groups’.This will open the ‘Conference Access Groups: Browse’ window that showsthe Conference Access Groups that already exist—

Double-click an item in the list to modify it or click [New] to create a newrecord. In the ‘Conference Access Group: New’ window, you should enter acode and a short descriptive text. The code may contain up to five characters,and you may freely mix letters and numbers. Click the [Save] button in theButton Bar to save.

Once you have defined your Conference Access Groups, they can bespecified in Mailboxes and Conferences. They will be used as follows. Whena Person logs in, they are automatically granted access to their Mailbox. Thisis the Mailbox with their initials in its User field. This Mailbox will contain alist of Conference Access Groups. Each Conference also has a list ofConference Access Groups. The Person will be able to open any Conferencethat shares at least one Conference Access Group with their Mailbox (andany Conference whose list of Conference Access Groups is empty). If aPerson is not granted access to view the contents of a Conference, they willstill be able to send Mail to it.

You can print a list of the members of each Conference Access Group byproducing a Person Access Group report from the Technics module.

Do not confuse this setting in the E-mail and Conferences module with theAccess Groups register in the System module. The latter is used to defineaccess privileges to the various modules and functions in Hansa and isdescribed in the ‘System Module’ manual.


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Mailboxes

Each Person can have their own personal Mailbox, which they will use forsending and receiving Mail. This cannot be accessed by any other user,except by the system’s administrator through the E-mail and Conferencesmodule. All Persons marked as Named Users must have Mailboxes. Personsmarked as Concurrent Users do not have to have Mailboxes: if a ConcurrentUser needs a Mailbox, it must be purchased separately and recorded in theExtra Mailboxes field in the Configuration setting in the System module asdescribed at the beginning of this manual (page 9).

Mailboxes can be created using the following methods—

1. Select ‘E-mail and Conferences’ from the Modules menu and click the[Mailboxes] button in the Master Control panel (or select ‘Mailboxes’from the Registers menu). This will open the ‘Conferences’ windowwhich shows the Mailboxes that already exist. Click the [New] button inthe Button Bar.

2. In the System module, open the Person register and highlight a record inthe ‘Persons: Browse’ window. Select ‘Create Mailbox’ from theOperations menu.

In both cases, the ‘Conference/Mailbox: New’ window is opened—

Complete the fields as follows—

Name Enter the unique name by which the Mailbox is to beidentified from elsewhere in Hansa. Usually this will bethe name of the Person owning the Mailbox. When Mailis sent to this Mailbox, this Name will be used as the


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address of the Mail. It will also be shown in the ‘PasteSpecial’ list of possible addresses.

Make sure you type the Name correctly because it can’tbe changed once the Mailbox has received Mail for thefirst time. If you need to change the Name of a Mailboxafter it has received Mail, create a new Mailbox with thenew Name and then use the ‘Change Mailbox Name’Maintenance function to move the Mail out of the oldone into the new one.

As shown in the example, it can be a good idea not touse special characters in this field. If you have a mixednetwork (Windows, Linux and/or Macintosh), specialcharacters may not appear as expected on all machinesor platforms.

Comment Any explanatory text about the Mailbox can be recordedhere. This Comment is shown in the Who Is Onlinereport.

Class Ensure this is set to “Mailbox” (the default).

User Paste Special Person register, System module

Enter the Signature (initials) of the Person owning thisMailbox. Access to the Mailbox is only granted to thisPerson (and to system administrators with access to theE-mail and Conferences module).

Ser Nr This unique identifying number is generatedautomatically when the Mailbox is saved for the firsttime. It cannot be changed.

Mother This field is not used for Mailboxes, and must be leftblank.

Max No of Mails This field is used if you want to place a limit on themaximum number of Mails that can be stored in theMailbox. Leave the field set to zero if you don’t want toimpose a limit, or if you want the Mailbox to obey theglobal limit set in the Mail and Conference Settingssetting.

If a Mailbox contains more than the specified maximumnumber of Mails, the older Mails are not removedautomatically. Instead, the system administrator shoulduse the ‘Clean Up Mail Registers’ Maintenance functionin the E-mail and Conferences module to carry out this


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task. This function deletes Mails (starting with theoldest) until the maximum is reached. In this case, Mailscan be deleted even if their Lifespan (below) has notexpired.

Lifespan of Read Mail, Lifespan of Unread Mail

These fields are used if you want to place a limit on themaximum number of days that Mails will remain in theMailbox. The Lifespan of a Mail is calculated using thedate it was last modified, not the date it was created.Leave the fields set to zero if you don’t want to impose alimit, or if you want the Mailbox to obey the globallimits set in the Mail and Conference Settings setting.

The system administrator should use the ‘Clean Up MailRegisters’ Maintenance function to remove Mails whoseLifespan has expired.

Closed Check this box if the Mailbox is no longer to be used(Mailboxes cannot be deleted if they contain Mails).Closed Mailboxes will appear in the ‘Conferences’window but not in the Mailbox ‘Paste Special’ list. Youwill not be able to send Mails to closed Mailboxes. Aclosed Mailbox can be re-opened at any time.

Conference Access Group

Paste Special Conference Access Groupssetting, E-mail and Conferencesmodule

Use the grid to grant access privileges to Conferences(Conferences are described in the next section). Theowner of the Mailbox (the Person whose initials areshown in the User field) will be given access to anyConference that shares at least one Access Group withthis list (and to Conferences whose list of Access Groupsis empty).

For example, the owner of the example Mailbox in theillustration above will be able to view the contents ofany Conference belonging to the “Sales” or “Tech”Conference Access Groups.

An automatic reply can be sent in response to every piece of external mailthat is received by the owner of this Mailbox. This will most often be useful


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when the owner is out of the office and you need to let their correspondentsknow when they will be returning.

Use the ‘Open Auto Reply’ function on the Operations menu to create anautomatic reply for a particular Mailbox. The owner of the Mailbox can alsocreate their own automatic reply from the Operations menu of the MasterControl panel. Please refer to the ‘Automatic Replies to External Mails’section below on page 49 for details.

Save the Mailbox by clicking the [Save] button in the Button Bar. You arereturned to the ‘Conferences’ window which now shows the Mailbox thatyou have just created.

Once a Mailbox has been created, its specifications can only be modified inthe E-mail and Conferences module. Open the ‘Conferences’ window asdescribed earlier in this section and click on the Mailbox to be changed.Then, click [Properties] in the top left-hand corner of the window. Make thechanges as necessary and save in the usual way, or, to delete the Mailbox,select ‘Delete’ from the Record menu. Mailboxes can only be deleted if theydon’t contain any Mail. The contents of a Mailbox can be seen by double-clicking a Mailbox in the ‘Conferences’ window. A Mailbox can be emptiedusing the ‘Clean Up Mail Registers’ Maintenance function in the E-mail andConferences module.


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Conferences

Conferences are effectively public Mailboxes: unless there are accessrestrictions, their contents can be viewed by everybody. Unlike Mailboxes,they can only receive Mail. It is possible to set up a hierarchical system ofConferences within Conferences similar to the nested structure of folders anddirectories on your hard disk.

Before attempting to create Conferences, you must create at least oneMailbox as defined above and then quit Hansa and restart, logging in as aPerson with a Mailbox. Then, click the [Conferences] button in the MasterControl panel, and then click [New] in the Button Bar. You do not have to bein the E-mail and Conferences module to do this, but you must have beengranted access to the E-mail and Conferences module otherwise the [New]button will be disabled.

The ‘Conferences’ window opens, displaying the Conferences that alreadyexist. To create a new Conference, click the [New] button in the Button Bar.The ‘Conference/Mailbox: New’ window opens. This is the same windowthat was used to create Mailboxes in the previous section. Except asdescribed under the illustration, the fields are used in the same way as forMailboxes.

Name Enter the unique name by which the Conference is to beidentified from elsewhere in Hansa. When Mail is sent tothis Conference, this Name will be used as the address ofthe Mail. It will also be shown in the ‘Paste Special’ listof possible addresses.


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Make sure you type the name correctly because it can’tbe changed once the Conference has received Mail forthe first time. If you need to change the Name of aConference after it has received Mail, create a newConference with the new Name and then use the‘Change Mailbox Name’ Maintenance function to movethe Mail out of the old one into the new one.

Class Paste Special Choices of possible entries

This field should contain one of the following entries—

Conference, News, Billboard, Archive, Library

Use one of these options if you want theConference to be able to receive Mail. The onlydifferences between the options are that they havedifferent icons (shown in the illustration below)and different global attributes can be set in theMail and Conference Settings setting (MaximumNumber of Mails and Lifespan).

Folder Use this option if you want to establish a nestedor hierarchical structure. A Folder can containConferences or more Folders. You cannot sendMail to a Folder.

Mailbox This option should not be used here.

User This field should be left blank: it is only used forMailboxes.

Mother If the Conference is to be contained inside a Folder(known as the “Mother” Folder), the Serial Number ofthe Mother Folder should be entered here. This is used toensure the Conference appears in the correct place in thenested or hierarchical structure.

Before creating the Conference, double-click the MotherFolder in the ‘Conferences’ window to open it. Whenyou then create the Conference, the Serial Number of theMother Folder will appear here automatically.

If the Conference is not to be contained in a MotherFolder but instead is to be on the top level of the nestedor hierarchical structure, you must enter “0” (zero) tothis field. Do not leave it blank.


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Conference Access Group

Paste Special Conference Access Groupssetting, E-mail and Conferencesmodule

Use the grid to list the Access Groups that are to beallowed access to the Conference. When a user attemptsto open the Conference, Hansa will compare the AccessGroups listed in their Mailbox with those listed for theConference. If there is at least one Access Groupcommon to both, the Conference will be opened. Ifeverybody is to have access to the Conference, leave thelist empty.

For example, the Conference in the illustration abovecould be opened by any user whose Mailbox features“Sales” Mail Access Group in its list.

You should use the Access Group grid as describedabove for Folders as well as for the Conferences theycontain. All the Access Groups listed for a particularConference should also be listed for its Mother Folder.Otherwise, a user might be given access to a Conferencebut will not be able to open the Folder to get to it.

User Level These options are used in Mailboxes and in HansaWorldonly. They are not visible in Hansa Financials.

Save the Conference by clicking the [Save] button in the Button Bar. You arereturned to the ‘Conferences’ window which now shows the Conference thatyou have just created.


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If the Conference has a Mother Number, you will have to open the Motherfolder by double-clicking to see it. To get back to the top level, double-clickthe [Up] button that appears in the top left-hand corner.

Once a Conference has been created, its specifications can only be modifiedby Persons with access to the E-mail and Conferences module. Open the‘Conferences’ window as described earlier in this section and click on theConference to be changed. Then, click [Properties] in the top left-hand cornerof the window. Make the changes as necessary and save in the usual way, or,to delete the Conference, select ‘Delete’ from the Record menu. Conferencescan only be deleted if they don’t contain any Mail. Folders can only bedeleted if they are empty. The contents of a Conference can be seen bydouble-clicking it in the ‘Conferences’ window. A Conference can beemptied using the ‘Clean Up Mail Registers’ Maintenance function in the E-mail and Conferences module.


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Miscellaneous Settings

Finally on the main server, a few miscellaneous settings should beconsidered. These are to be found in the Mail and Conference Settings settingin the E-mail and Conferences module.

Max Number of Mails, Max Mail

These fields are used if you want to place limits on themaximum number of Mails that can be stored inMailboxes and in Conferences of different Classes.Leave the fields set to zero if you don’t want to imposelimits. These limits can be overridden for specificMailboxes and Conferences.

If a Mailbox or Conference contains more than thespecified maximum number of Mails, the older Mails arenot removed automatically. Instead, the systemadministrator should use the ‘Clean Up Mail Registers’Maintenance function in the E-mail and Conferencesmodule to carry out this task. This function deletes Mails(starting with the oldest) until the maximum is reached.In this case, Mails can be deleted even if their Lifespan(below) has not expired.


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Lifespan of Read Mail, Lifespan of Unread Mail, Lifespan

These fields are used if you want to place limits on themaximum number of days that Mails will remain inMailboxes and in Conferences of different types. TheLifespan of a Mail is calculated using the date it was lastmodified, not the date it was created. Leave the fields setto zero if you don’t want to impose limits. These limitscan be overridden for specific Mailboxes andConferences.

The system administrator can use the ‘Clean Up MailRegisters’ Maintenance function to remove Mails whoseLifespan has expired.

Postmaster Paste Special Mailboxes and Conferences

Specify here the Mailbox or Conference that is to receiveincoming external mail (e-mail) that has been incorrectlyaddressed. This may be because of a typing error(including the use of special characters, which shouldnot appear in e-mail addresses), because the recipient nolonger works for your company, or because your systemof E-Mail Aliases is incomplete. Such mail should besent to a Postmaster for redirecting. Specify here theMailbox or Conference that is to act as the Postmaster.

Usually, incoming mail with an incorrect address willonly be received if the POP3 account is a multiplerecipient account. If so, the Gateway will receive all mailwith the correct domain name (i.e. the part of the addressafter @ must be correct). It will then use E-Mail Aliasesto try to find the correct Mailbox or Conference for it. Ifit fails to find a suitable Mailbox or Conference, the mailwill be sent to the Postmaster. On the other hand, if thePOP3 account is a single recipient account, the serviceprovider will return incorrectly addressed mail to thesender as not delivered. Therefore it will not be receivedby the Gateway and so there will be no need to specify aPostmaster.

If incorrectly addressed mail is not very frequent, thePostmaster will be able to redirect such mail by openingit and typing in the correct Mailbox. If it is frequent, thecause will probably lie with your E-Mail Aliases. E-MailAliases match the name of the recipient of the mail astyped by the sender to the name of a Mailbox in Hansa,


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and are described below on page 32. If this is the causeof the problem, you should first try to improve your E-Mail Alias system. Then, instead of redirecting theundelivered mail individually, the Postmaster can use the‘Update Postmaster Mailbox’ Maintenance function todeliver it again using the updated E-Mail Aliases. Anymail that is redirected successfully will be removed fromthe Postmaster’s Mailbox. So, as well as taking thelabour out of redirecting mail, this function will test thatthe new E-Mail Aliases are correct.

Admin Paste Special Mailboxes and Conferences

If the name of a Mailbox is specified here, its owner willbe treated as the system administrator, the only Personthat will be able to delete Mails from Conferences. ThisPerson must have access to the E-mail and Conferencesmodule.

From System Paste Special Mailboxes and Conferences

Enter the name of the Mailbox that is to act as the senderof Mails sent by the system. For example, if a databasecopy cannot be carried out because there is not enoughspace on the hard disk, an automatic mail will be sentfrom this Mailbox to the Postmaster.

Lock all Received E-mails

Check this box if you would like all incoming externalmail (e-mail) to be locked. This will mean that you willhave to create a new Mail in order to reply, and that theoriginal text of the e-mail will be retained. In otherwords, Hansa will treat incoming e-mail in a similarmanner to traditional mailing programs.

Lock and Send E-mails Automatically

Check this box if you would like all outgoing externalmail (e-mail) to be sent and locked automatically when itis marked as Sent and saved. This is Mail in which atleast one recipient is an e-mail address containing the @character. This will mean you should not include the e-mail address in the list of recipients if you want to sendthe Mail internally for proof reading before sending itexternally. It will also mean than you will retain a recordof the text that was sent to the recipient.


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Exclude All Contact E-mails from Reports

Use this option if you do not want Customer and ContactPerson E-mail Addresses to be printed in the BirthdayList, Contact Person List and Customer List reports orexported by the Contact List, Contact List to Palm3 andCustomer List export functions.

External Mail

The sending and receiving of external mail (e-mail) is handled by Hansa’sGateway. This sends external mail to your SMTP server when necessary andperiodically checks your POP3 accounts for incoming mail. It also distributesthis incoming mail to the appropriate Mailboxes and/or Conferences.

Depending on your circumstances, a single copy of Hansa can act as theserver and as the Gateway (an “Internal” Gateway). Alternatively, you mightprefer to have the Gateway on a separate computer (an “External” Gateway).

In brief, some of the advantages of the Internal Gateway are—

• Easier to maintain and back up (all Gateway settings are on the mainserver);

• Faster sending and receiving of mail between your Hansa Mailbox andexternal e-mail addresses.

Some disadvantages are—

• Cannot be used if the main server is a Windows machine;

• Reporting speed will be slower in large installations where there is bothheavy use of the Gateway and frequent production of large reports (e.g.the Sales and Nominal Ledger reports).

The Gateway machine should be connected to the internet (e.g. by modem orby permanent connection) and, if it is a separate machine, it should beconnected to the server.

Follow the sections below to configure the Gateway, to allow Hansa to sendand receive external mail, as follows—

Internal Gateway If you will be using an Internal Gateway, the workshould be carried out on the server/gateway machine.Make sure that a folder named “Tmp” is present in thefolder containing the Hansa application, and that theExternal E-Mail option in the Configuration setting(‘CRM’ card) in the System module is checked. This


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will allow you to send and receive mail. The UseExternal Gateway option in the Optional Features settingin the System module should not be checked. If thisoption is checked, the server will not send or receiveexternal mail because it will assume the Gateway ispresent on another machine.

You can carry out the work described below on theserver/gateway machine itself, or you can log on from aclient machine as a system administrator, ensuring youare in “Admin Client” mode. Please refer to the ‘AdminClient’ section above on page 11 for details. You shouldalso ensure you are in the E-mail and Conferencesmodule by selecting ‘E-mail and Conferences’ from theModules menu.

External Gateway If you will be using an External Gateway, first, on theserver machine, make sure that the Person registercontains a record (perhaps with a Signature such as“GATE”), as described in the ‘Persons’ section above onpage 13, and that the External E-Mail option in theConfiguration setting in the System module (‘CRM’card) is checked. The Use External Gateway option inthe Optional Features setting in the System moduleshould be checked as well. Then, select ‘Server’ fromthe Modules menu. The server will go into server modeand the ‘Server Status’ window will appear. Then, installHansa on the Gateway machine. Make sure that a foldernamed “Tmp” is present in the folder containing theHansa application. The External Gateway uses this tostore mail attachments downloaded from the POP3server before they are transferred to the “Attach” folderand attachments that are to be uploaded to the SMTPserver.


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Double-click the Hansa application and create a newdatabase as described in the ‘Logging on from a Client’section in the first chapter of the ‘Introduction toHansaWorld Enterprise’ manual. The purpose of thisdatabase is to allow the Gateway to connect to theserver, so create a single Company with the IP address ofthe server and Port Number that is the same as the ServerPort in the Program Mode register on the server. Log inusing the ID created for this purpose (e.g. “GATE”), asdescribed in the ‘Persons’ section above on page 13.

On entering Hansa, you will be in the External Gatewaymodule and the ‘Server Status’ window will be visible.Open the Master Control panel using Ctrl-M or -M.


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Incoming External Mail (POP3)E-mail is received by logging in to a POP3 (Post Office Protocol, version 3)account and downloading unread mail to your computer. If you use Hansa toread your incoming e-mail, it will periodically and automatically log in toyour POP3 account(s), download any unread mail and divert it to theappropriate Mailbox or Conference.

• In an External Gateway, this behaviour is controlled through the E-MailPOP3 Server and the E-Mail Alias registers in the External Gatewaymodule.

• In an Internal Gateway, the E-Mail POP3 Server and E-Mail Aliasregisters can be found in the E-mail and Conferences module. If youhave logged on to the server/gateway from a client, ensure you are in“Admin Client” mode before working in these settings. If you are not in“Admin Client” mode, the work will be saved on your client machineand not on the server.

Receiving Incoming External Mail (the E-Mail POP3 Server register)The E-Mail POP3 Server register should contain details (including addressand password) of each of your POP3 accounts. Periodically, Hansa will gothrough the records in this register one by one and log in to each accountrepresented by those records. It will then receive any unread mail anddistribute it to the appropriate Mailbox(es) or Conference(s) as specified inthe E-Mail Alias register.

• If you are using single recipient POP3 accounts, you will have a separatePOP3 account (i.e. a separate e-mail address) for each member of staff ordepartment. So, the E-Mail POP3 Server register will contain manyrecords (one for each member of staff or department that has its own e-mail address). As a further guide, make a note of all the e-mail addressesthat you entered as return addresses in the Person register (see the‘Persons’ section above). Each one of these should have an equivalentrecord in the E-mail POP3 Server register.

• If you are using multiple recipient POP3 accounts, you may only haveone POP3 account. In this case, the E-Mail POP3 Server register willonly contain one record. Logging in to this one account will allow you toreceive all mail sent to everybody in your company.

To create a POP3 Server record, open the E-Mail POP3 Server register in theExternal Gateway module (External Gateway) or in the E-mail andConferences module (Internal Gateway). The ‘POP3 Servers: Browse’window will be opened, listing any records that have already been entered.


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Click the [New] button in the Button Bar to create a new record, or click onan existing one that is similar and click the [Duplicate] button. The ‘POP3Server: New’ window opens—

Complete the window as follows—

Code Enter a unique identifying code for each POP3 Serverrecord. Up to twenty characters can be used, and youmay freely mix letters and numbers.

A-Pop Check this box if you usually log in to this account usingA-Pop encryption.

Closed Check this box if the POP3 Server record is no longerused. This will stop the External Gateway checking theaccount for incoming mail.

IP Address If it is not already known, the IP Address of the POP3account can be obtained by pinging the domain name(i.e. the part of the address after the @). Alternatively,enter the domain name itself.

Port Usually this will be 110. You may need to confirm thiswith your service provider.

User Enter the user ID, as supplied by your ISP. This willusually not be the same as your e-mail address.

Password Enter the password for this e-mail address.

Comment Use this field to record any notes about the POP3account.

All this information can be obtained from your service provider or from thepreferences in your standard mail software (e.g. Netscape, Internet Explorer,Eudora, etc).

Complete the POP3 Server record as appropriate, then save it using the[Save] button and close the window by clicking the close box. Repeat theprocess as many times as necessary by creating new records or copying


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existing ones. When the process is complete, close the browse window usingthe close box again.

Connecting Incoming External Mail to Mailboxes (the E-Mail Aliasregister)The E-Mail Alias register connects incoming e-mail with Hansa’s Mailboxesand Conferences. Hansa receives e-mail by going through the records in theE-Mail POP3 Server register one by one and logging in to each accountrepresented by those records. When mail is received from a particularaccount, Hansa will then search for the Alias records that belong to thataccount. The mail is then distributed to the Mailbox(es) or Conference(s)specified in those Alias records. The recipient will then be able to read that e-mail in the same way as they would internal mail that they have receivedfrom another member of staff.

• In the case of single recipient POP3 accounts, incoming e-mail isaddressed to a particular Person, so only a single E-Mail Alias is requiredto route that mail to the appropriate Mailbox. So, for each POP3 Serverrecord, you should enter a single record in the E-Mail Alias register.

• In the case of multiple recipient POP3 accounts, incoming e-mail can beaddressed to any Person in the company, so it can be difficult to routethat mail to the correct Mailbox. You may need four or five Alias recordsfor each Mailbox and Conference. You should also name a Mailbox thatis to act as Postmaster. This will receive any mail for which a homecannot be found. Do this in the Mail and Conference Settings setting inthe E-mail and Conferences module.

To create an E-Mail Alias record, open the E-Mail Alias register in theExternal Gateway module (External Gateway) or in the E-mail andConferences module (Internal Gateway). When the ‘E-Mail Aliases: Browse’window opens, click the [New] button to create a new record.


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POP3 Server Paste Special E-Mail POP3 Server register,External Gateway module/E-mail and Conferences modulesetting

Enter the Code of a POP3 Server record here.

When e-mail is received from this POP3 account, Hansawill search for all Aliases with this Code and forward thee-mail to the Mailbox specified in the field below.

If the POP3 account is a single recipient account, onlyone Alias record should be entered, allowing e-mail tobe forwarded to the correct Mailbox.

If the POP3 account is a multiple recipient account, thereshould be at least one Alias record for each possiblerecipient. The Field and Match will be used to establishwhich is the correct Mailbox for a particular e-mail.

Mailbox Paste Special Mailboxes and Conferences

E-mail received from the POP3 account specified abovewill be forwarded to the Mailbox or Conference enteredhere.

Field, Match, Priority

The use of these fields will vary depending on whetherthe POP3 account specified above is a single- ormultiple-recipient account

Multiple-Recipient POP3 Account

If the POP3 account specified above is a multiplerecipient account, it can be difficult to establishwho is the intended recipient, so there will bemany Alias records relating to a particular POP3account. These fields will be used to establishwhich Mailbox(es) should receive a particular e-mail.

In this situation, it is perhaps easiest to describethese fields using an example. You have twoMailboxes in the name of “Francoise French” and“Neil Brooker”. First, you should anticipatereceiving e-mail addressed to various spellings ofthese names (“FFrench”, “Francoise”, “FrancoiseFrench”, “FrancoiseFrench”, etc). Such e-mail is


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clearly intended for the “Francoise French”Mailbox. For this e-mail, enter separate Aliasrecords as follows—

Field Match MailboxRecip or Recvd or To Francoise French Francoise FrenchRecip or Recvd or To FFrench Francoise FrenchRecip or Recvd or To Francoise Francoise French

The address used by the sender (the part of theaddress before @) is entered in the Match field,and “Recip or Recvd or To” should be entered asthe Field by using ‘Paste Special’ and selectingthe final option. For example, e-mail addressed to“[email protected]” will beforwarded to the “Francoise French” Mailbox bythe Alias record with “FFrench” as the Match.

Similar Aliases should then be created for the“Neil Brooker” Mailbox. Because e-mailaddressed to Francoise French and Neil Brookeris clearly intended for their Mailboxes, theseAliases can be given a high Priority, so enter alow number such as 1 in the Priority field in allthese Aliases.

Second, you might want to anticipate receiving e-mail addressed to a department such as “Sales” or“Support”. If so, you can create further Aliasrecords with “Sales” and “Support” as thematches. This e-mail can be forwarded to aparticular Mailbox, a particular Conference, orany number of Mailboxes and Conferences. Fore x a m p l e , e - m a i l a d d r e s s e d t o“[email protected]” is to beforwarded to both Mailboxes and to a Conferencenamed “Prospects”, so create Aliases asfollows—

Field Match MailboxRecip or Recvd or To Sales Francoise FrenchRecip or Recvd or To Sales Neil BrookerRecip or Recvd or To Sales Prospects

Providing all these Aliases have the samePriority, e-mail addressed to “Sales” will beforwarded to both Mailboxes and the Conference.


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Finally, you might want to anticipate receiving e-mail where the recipient is not so clear. A ‘PasteSpecial’ list is available from the Field field,offering the following options: All Mails;Recipient; Sender; Subject; Body; and Recip orRecvd or To. For example, if you know that all e-mail from a particular sender is intended for NeilBrooker, you can enter an Alias record to thiseffect, with “Sender” as the Field, the sender’saddress as the Match and “Neil Brooker” as theMailbox. “All mails” should not be entered as theField: this option should only be used with singlerecipient POP3 accounts.

You might also enter some Aliases as follows—

Field Match MailboxBody Francoise French Francoise FrenchBody Neil Brooker Neil Brooker

Such Aliases should be given a lower Priority (i.e.a higher number should be entered in the Priorityfield) than those above. They are intended tocatch e-mail with unknown addresses by findingnames in the e-mail text. So, e-mail with anunknown address whose text contains the phrase“Neil Brooker” will be sent to his Mailbox. But,i f t h e a d d r e s s i s“[email protected]”, it will besent to her Mailbox because the Alias with“FFrench” as the Match has a higher Priority. It isnot absolutely necessary to enter such Aliases, asyou may prefer to deal with the issue by havingsuch e-mail sent to the Postmaster. ThePostmaster receives all e-mail for which no Aliasexists. He or she should read the e-mail andforward it to the correct Mailbox or Conferencemanually. A Mailbox should be named as thePostmaster in the Mail and Conferences Settingssetting in the E-mail and Conferences module.

Note: the “Recip or Recvd or To” option is sonamed because the name of the field in an e-mailcontaining the address can vary depending on thee-mail program used by the sender. “Recip orRecvd or To” provides a means of checking for


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fields with each of these three names from asingle Alias record. This option is therefore easyto maintain: an alternative method requiring threeAliases is more difficult to maintain—

Field Match MailboxRecipient Francoise French Francoise FrenchRecipient FFrench Francoise FrenchRecipient Francoise Francoise FrenchReceived Francoise French Francoise FrenchReceived FFrench Francoise FrenchReceived Francoise Francoise FrenchTo Francoise French Francoise FrenchTo FFrench Francoise FrenchTo Francoise Francoise French

Single-Recipient POP3 Account

If the POP3 account specified above is a singlerecipient account, incoming e-mail is addressed toa particular Person, so only a single E-Mail Aliasrecord is required to route that mail to theappropriate Mailbox. This should be configuredas follows—

Field Match MailboxAll mails (blank) name of Mailbox

or Conference

Set Priority on Mail

Check this box if you would like e-mail that has beenforwarded by a particular Alias to have its Priority boxchecked when it appears in the recipient’s Mailbox.

Full Header E-mails usually contain information such as the e-mailaddress of the sender, the time it was sent and the serversit has passed through. This is known as headerinformation and is usually visible at the end of the e-mailtext. Hansa distributes e-mail by creating new Mailrecords and copying in the e-mail text. If you would likethis header information to be copied in as part of the e-mail text, check this box.

Keep Original Address

If this check box is off, the address originally used bythe sender will not be shown in e-mails. Continuing the


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example above, e-mails will appear in the “FrancoiseFrench” Mailbox with no indication that they wereactually sent to “[email protected]”. Ifthis check box is on, the original e-mail address(“[email protected]” in the example)will be listed separately as one of the recipients. This canbe useful if you have several Aliases linked to a singleMailbox or Conference.

Complete the E-Mail Alias record as appropriate, then save it using the[Save] button and close the window by clicking the close box. Repeat theprocess as many times as necessary by creating new records or copyingexisting ones. When the process is complete, close the browse window usingthe close box again.

The E-mail and Conferences module contains a report allowing you to printout a list of E-Mail Aliases for each user. It also lists users that don’t haveMailboxes, and users that have Mailboxes but not E-Mail Aliases.

Outgoing External Mail (SMTP)The SMTP (Simple Mail Transfer Protocol) server is used for outgoing mail.The E-Mail SMTP Server register in the External Gateway module (alsoavailable as a setting in the E-mail and Conferences module) allows you todefine a single SMTP Server, to which the External Gateway will send allyour external mail.

SMTP Address If it is not already known, the IP Address of the SMTPserver can be obtained by pinging the domain name (i.e.the part of the address after the @). Usually it will be thesame as that for the POP3 server. Alternatively, enter thedomain name itself.

Port Usually this will be 25. You may need to confirm thiswith your service provider.


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User Address An e-mail address can be specified for each member ofstaff, using the field on the ‘Bonus’ card of their Personrecord. This address will be shown as the sender (andtherefore as the return address) of any e-mail sent by thatPerson. If a Person does not have a separate e-mailaddress (i.e. the field on the ‘Bonus’ card is blank), theaddress entered here will be used instead.

Max. File Size Enter the size limit imposed on individual mails by yourSMTP server. You will be warned if you try to send amail that is larger than this.

All three pieces of information can be obtained from your service provider orfrom the preferences in your standard mail software (e.g. Netscape, InternetExplorer, Eudora, etc).

When the setting is complete, click the [Save] button in the Button Bar tosave and close the window.

EncodingAll e-mails are encoded to protect special characters in the text. This allowsthe recipient to read these characters as they were written. By default, Hansauses the ISO-8859-1 (Western European) encoding standard. If you need touse a different encoding standard, you should specify this in the Default MailEncoding field in the Company Info setting in the System module (‘Fonts’card). For example, users in Russia should enter “koi8-r” to this field. If youhave a separate Gateway machine, this should be done on the Gateway andon the server. Please refer to your local Hansa representative for furtherinformation.

While in the Company Info setting, the DB Encoding field should be set to“mac” (all lower case) if the server uses a PowerPC processor (e.g. AS/400,AIX, Macintosh, zSeries). If the server is Intel-based, the field should beblank. If you have a separate Gateway machine, this should be done on themain server.


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Activating the GatewayTo activate the Gateway, open the Gateway register in the External Gatewaymodule (External Gateway) or the Gateway Settings setting in the E-mail andConferences module (Internal Gateway). The ‘Gateways: Inspect’ windowopens—

Specify in seconds how often the Gateway is to check for incoming andoutgoing mail. A typical setting will be 3600 seconds (one hour). In anInternal Gateway, it is not recommended to check for mail much morefrequently than this. Checking for mail (especially incoming mail) makesheavy demands on the server and so other tasks may be completed moreslowly than usual.

If you will be using an External Gateway on a machine without an interface,enter its ID (e.g. “GATE”) and password in the Username and Passwordfields. This will allow the Gateway to log in to your main Hansa serverautomatically when it is started up. Make sure the ID does not have access toother parts of the system, as described above on page 11.

Finally, check the Activate box. Then, save and close the window by clicking[Save] in the Button Bar.

Backing up the GatewayIf you are using an External Gateway, information in the E-Mail POP3Server, E-Mail Alias and E-Mail SMTP Server registers is stored in thedatabase on the Gateway machine, not on the main server. This means theGateway must be backed up separately.


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If the Gateway has not been backed up before, a second Company must becreated, to be used for backing up only. Follow these steps—

1. Select ‘Company’ from the File menu. The ‘Select Company’ windowappears. Select ‘Open Company Register’ from the Operations menu.

2. The ‘Companies: Inspect’ w indow appears. On the second row, enter anew Company. This should be a local Company, so leave the TCP/IP andPort fields blank.

3. Save the new Company by clicking the [Save] button in the Button Bar.For security reasons, Hansa quits automatically. Restart Hansa, andchoose to use the new, second, Company. You might wish to enter asingle record in the Person register with a password, again for securityreasons.

If the Gateway has been backed up before and the second Company alreadyexists, you must change from the Gateway Company to the second Companybefore backing up. Gateway information will not be included in any back-upmade from the main Gateway Company. Follow these steps—

1. If the Gateway is running, quit Hansa.

2. Restart Hansa and choose to use the second Company. You cannotchange Companies using the ‘Company’ function on the File menubecause the two Companies are on different machines.

In both cases, you can now back up the Gateway machine. This is done in theusual way, by using the ‘Database Text Backup’ Export function in theSystem module. E-Mail POP3 Server, E-Mail Alias and E-Mail SMTP Serverinformation is stored at the database level, not the Company level, so do notuse the ‘Company Text Backup’ Export function.

External Mail in a Single-User InstallationIf you have a single-user installation of Hansa, it is unlikely that you willwant to use the internal mail facility. However, you may still wish to sendand receive external mail (e-mail). If so, follow these steps to configureHansa—

1. In the Configuration setting in the System module, ensure that thenumber of Named Users or Concurrent Users (whichever is appropriatefor your installation) is set to one. If you are using the Concurrent Useroption, you should also set the number of Extra Mailboxes to one if youwant to use Hansa’s mail facilities.

Checking the E-Mail and Conferences box on the ‘CRM’ card will giveyou access to the E-Mail and Conferences module, which you will use to


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configure Hansa to send and receive external mail. Do not grant yourselfaccess to External E-Mail on the ‘CRM’ card.

2. Make sure the Person register in the System module contains a singlerecord for yourself.

3. Use the Modules menu to enter the E-mail and Conferences module.Following the instructions in the ‘Mailboxes’ section above on page 16,create a single Mailbox for yourself.

4. Following the instructions in the section above on page 30 entitled‘Receiving Incoming External Mail (the E-Mail POP3 Server register)’,enter an E-Mail POP3 Sever record to represent your POP3 account.

5. Refer now to the section on page 32 entitled ‘Connecting IncomingExternal Mail to Mailboxes (the E-Mail Alias register)’ and follow theinstructions to enter E-Mail Alias records to link your POP3 account toyour Mailbox.

6. Move on to the section on page 37 entitled ‘Outgoing External Mail(SMTP)’ and follow the instructions to configure the E-Mail SMTPServer record with the address of the server to which your outgoing mailshould be sent.

7. Finally, refer to the section on page 38 entitled ‘Encoding’ to configurethe DB Encoding and Default Mail Encoding fields in the Company Infosetting in the System module.

8. You will now be able to send and receive e-mail.


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Sending and Receiving MailTo open your Mailbox, click the [Mailbox] button in the Master Controlpanel. If the Master Control panel is the active (front) window, you can alsopress Ctrl-Shift-M (Windows and Linux) or -Shift-M (Macintosh). Thefollowing window is opened, listing all Mail that you have sent andreceived—

Mail is sorted in Date order, with the most recently modified Mails at the topof the list.

The Status column can contain the following symbols—

(blank) The Mail has been sent or read.

The Mail has one that you have not yet read, or it hasbeen changed by somebody else since you last read it.

The Mail is one that you have written but not yet sent.

Double-click a Mail in the list to read or edit it, or create a new Mail byclicking the [New] button in the Button Bar. You can also use the Ctrl-N(Windows and Linux) or -N (Macintosh) keyboard shortcut. If you want tocreate a Mail by copying a similar one, you must open the old Mail firstbefore you can click [Duplicate] on the Button Bar. If you want to send aMail to a Customer, you can drag the appropriate record from the‘Customers: Browse’ window in to your Mailbox browse window. A newMail will be created, with the Customer’s Email Address as the recipient.You can also use this feature from the ‘Contact Persons: Browse’ window.

Mail - Sending and Receiving Mail

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Date The date the Mail was last modified. This is updatedautomatically by Hansa and cannot be changed. The dateis taken from the server.

Time The time the Mail was last modified. This is updatedautomatically by Hansa and cannot be changed. The timeis taken from the server.

Lifespan Paste Special Choices of possible entries

This field is used to determine how long the Mail is toremain in the system. The system administrator canregularly use the ‘Clean Up Mail Registers’ Maintenancefunction in the E-mail and Conferences module toremove old Mail. The possible entries are—

Normal The Mail will be deleted by the ‘Clean Up MailRegisters’ function once its Lifetime has expired.The Lifetime of a Mail is calculated from the dateit was last modified and can be specified for each


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Mailbox or globally using the Mail andConference Settings setting.

Never Remove The Mail will not be deleted by the ‘Clean UpMail Registers’ function.

If a Maximum Number of Mails has been set for aMailbox and it contains more than this number ofMails marked as Never Remove, the ‘Clean UpMail Registers’ function will remove all otherMails (i.e. those marked as Normal and RemoveNext Day) each time it is run.

Remove Next Day The Mail will be deleted by the ‘Clean Up MailRegisters’ function the next time it is run.

You can change the Lifespan of a Mail at any time,unless the Mail has been Locked.

Sent Click this box to send the Mail. When the Mail is nextsaved, it will appear immediately in the Mailboxes of thespecified recipients, with the ‘envelope’ icon signifyingthat the recipient has not read it.

If you delete a sent Mail from your Mailbox, it willremain in its recipients’ Mailboxes even if it has not yetbeen read.

If at least one recipient is an e-mail address (i.e. anaddress containing the @ character), (and the Lock andSend E-mails Automatically box in the Mail andConference Settings setting is checked, the Mail will besent and locked automatically when you mark it as Sentand save it. This will mean you should not include the e-mail address in the list of recipients if you want to sendthe Mail internally for proof reading before sending itexternally. If the Lock and Send E-mails Automaticallybox is not checked, you should send the Mail to the e-mail address by selecting ‘Send E-mail’ from theOperations menu once the Mail has been marked as Sentand saved.

Locked Once a Mail has been marked as Locked and saved, itcan no longer be changed, even by its author. However,it can still be deleted by both author and recipient, andwill be deleted by the ‘Clean Up Mail Registers’function when its Lifetime expires.


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Priority Check this box if you want to indicate to the recipientthat the Mail is to be treated as high priority.

Address Paste Special Mailboxes and Conferences,Contacts and Customers

The name of the Mailbox or Conference to which theMail is to be sent. A single Mail can be sent to up to 99Mailboxes, Conferences and e-mail addresses. Once aMail has been read, it can be forwarded to otherAddresses by its author or recipient, simply by addingthe new Address to the end of the list.

If you know the first few characters of the recipient,enter these and press Return. Their full name willappear.

If you are sending external mail, type in the full e-mailaddress(es) of the recipient(s) in this list. Alternatively,activate ‘Paste Special’ in the usual way by pressingCtrl-Enter or -Enter. The ‘Paste Special’ list appears,listing internal Mailboxes and Conferences—

Click the [Contacts] or [Customers] buttons: the list willchange to show Contacts or Customers. Double-click aContact or Company, and their e-mail address willappear in the list of recipients.

If you are using the Lock and Send E-MailsAutomatically option in the Mail and ConferenceSettings setting, you should only enter an e-mail addresswhen you are sure the Mail is correct. (This option willmean that a Mail containing an e-mail address (i.e. anaddress containing @) will be sent and locked


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automatically when it is marked as Sent and saved.Therefore you should not include the e-mail address inthe list of recipients if you want to send the Mailinternally for proof reading before sending it externally.

The name of your Mailbox is brought in automatically tothe first line of this list, and is shown as the sender.

The column to the left of the Address can be changed toshow “To:”, “From:”, “Cc:” or “Bcc:” as appropriate.‘Paste Special’ can be used to choose one of theseoptions. “Bcc” (blind carbon copy) is only relevant whensending external mail: each recipient of internal mail cansee the full list of recipients.

Subject The title of the Mail, or a summary of its contents, whichwill appear in the Mailbox browse window.

Text The text of the Mail. There is space for about 32,000characters. Once a Mail has been read, its Text can bechanged by its author or any recipient.

If the Mail is an incoming e-mail containing more than7,500 characters, the message text will be appended tothe Mail as an Attachment.

Sending Mail

As you write a Mail, particularly if it is a long one, you might want to save itperiodically for safety, but you might not want its recipients to see it while itis unfinished. To do this, write the mail and list the recipients, but do notcheck the Sent box. You can close the Mail and return to it another day, andprint it out for checking. It will retain the ‘pencil’ icon in your Mailbox,signifying that it has not yet been sent.

When you are satisfied that the Mail is finished, check the Sent box and saveit. It will immediately appear in the Mailboxes of its recipients. It will nolonger be marked with the ‘pencil’ icon in your Mailbox, but it will bemarked with the ‘envelope’ icon in all the recipients’ Mailboxes, signifyingthat they have not yet read it.


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Sending External MailIf at least one recipient is an e-mail address, they can receive the Mail in oneof two ways—

1. The Mail will be sent automatically once it has been marked as Sent andsaved. This will be the case if you are using the Lock and Send E-MailAutomatically option in the Mail and Conference Settings setting. TheMail will also be locked.

2. If you are not using the Lock and Send E-Mails Automatically option,select ‘Send E-mail’ from the Operations menu after the Mail has beensaved. If changes to the Mail are not saved before this function is used,the most recently saved version of the Mail will be sent. The Mail will besent even if you have not checked the Sent box , but it is recommendedthat you check this box, to remove the ‘pencil’ icon from the Mail inyour Mailbox. The Mail will not be locked.

Once a Mail with an e-mail address has been sent, it will be placed in an E-mail Queue. This Queue is processed as follows—

Multi-user Once you have activated the External Gateway asdescribed above on page 39, it will check the E-mailQueue periodically. Any Mail in the Queue will be sentautomatically.

Single-user In a single-user system, e-mail should be sent manually.To do this, bring the Master Control panel to the frontand select ‘Send and Receive E-Mail’ from theOperations menu. Depending on how your computer hasbeen configured, you may have to establish a connectionto the internet first. All Mail in the Queue will then besent, and any incoming mail will be downloaded fromyour POP3 account as well.

If you need to check the contents of the E-mail Queue, you can do so on themain server using the E-mail Queue register in the E-mail and Conferencesmodule. Note that Mail is not removed from the Queue once it has been sent.The ‘Delete E-Mail Queue’ Maintenance function in the E-mail andConferences module can be used to empty the Queue. This function will notremove Mail that has not been sent.


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Attaching a Signature to External MailYou can attach a Signature to every piece of external mail that you send. Thisis a short piece of text that will appear at the end of the Mail.

To enter your Signature, bring the Master Control panel to the front andselect ‘Open Signature’ from the Operations menu. The following windowopens—

Type in your Signature and click the [Save] button in the Button Bar to saveit and close the window. You can return to your Signature at any time usingthe same route to change it.

Every Mailbox can have its own Signature. Administrators can examine andedit all the Signatures in the system using the Signatures setting in the E-mailand Conferences module.


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Automatic Replies to External MailsAn automatic reply can be sent in response to every piece of external mailthat you receive. This will most often be useful when you are out of the officeand want to let your correspondents know when you will be returning.

To create an automatic reply, bring the Master Control panel to the front andselect ‘Open Auto Reply’ from the Operations menu. The following windowopens—

Std. Text Paste Special Standard Text register, CRMmodule

Specify here the Code of a record in the Standard Textregister in the CRM module. This record will contain thetext that will be copied to the Text field below.

Active Check this box when you want automatic replies to besent in response to incoming external mail. For example,you should check this box when you leave the office,and remove the check when you return. Automaticreplies will not be sent if this box is not checked.


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Subject Enter the short piece of text that is to appear in theSubject line of the automatic response Mail.

Text Enter the main text of the automatic response Mail here.If you entered a Std. Text above, you can modify thedefault text as appropriate (e.g. to enter the dates whenyou will be away).

Click the [Save] button in the Button Bar to save the Auto Reply and closethe window. You can return to your Auto Reply record at any time using thesame route to change it.

Once you have entered an active Auto Reply record, an automatic reply willbe sent in response to every piece of incoming external mail (up to amaximum of three for a particular e-mail address). You will not be able to seethese automatic replies in your Mailbox, but the original incoming Mails willbe there as usual. Automatic replies will not be sent to Cc addresses or toInternal Mail.

Every Mailbox can have its own Auto Reply record. Administrators canexamine and edit all the Auto Reply records in the system using the AutoReplies setting in the E-mail and Conferences module.

Mail and Conferences

Mail in Conferences can be read in much the same way as that in yourMailbox, as described above. To gain access to your Conferences, click the[Conferences] button in the Master Control panel. The ‘Conferences’ windowopens, showing the Conferences and folders in alphabetical order.


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To open a Conference or folder, double-click its icon.

If a folder is opened, its contents are then shown. In this example, the“Office” folder has been opened to reveal three Conferences—


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To return to the previous level, double-click the arrow in the top left-handcorner.

If a Conference is opened, a browse window opens, listing its Mails in SerialNumber order. The title of the browse window shows the name of theConference. As with your Mailbox, if you choose ‘Save Position’ from theWindow menu after sorting by date, this will mean that the most recentlymodified Mails will always be at the top of the list. ‘Save Position’ applies toeach Conference separately, so that you can save different sort orders ordifferent window sizes for each Conference.

If you do not have access rights to the Conference, it will not open when youdouble-click its icon.

Mail that you have not yet read will be shown with the ‘envelope’ icon. Toread a Mail, double-click it in the list. Once you have read it, you can addyour comments, as described in the ‘Replying to and Amending Mail’ sectionbelow on page 54.


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You can send a new Mail to the Conference while its browse window is open.Click the [New] button in the Button Bar: a new Mail window opens—

Note that the name of your Mailbox is shown as the sender, and the name ofthe Conference is the first recipient. Complete the Mail in the same manneras described earlier in this section, add more recipients if necessary, checkthe Sent box and save. The Mail immediately appears in the Conference’sbrowse window, without the ‘envelope’ icon for you (the author) but withone for all other users.


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Replying to and Amending Mail

To reply to a Mail, open it and select ‘Reply’, ‘Reply with Quote’ or ‘Replyto Sender’ from the Operations menu. A new Mail is created, in which theFrom and To Addresses are reversed. In the case of the ‘Reply’ function, theSubject is prefixed with the text “Re ”—


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The ‘Reply with Quote’ function, copies the text of the previous Mail to thenew one, where it is shown with quotation marks—

The ‘Reply to Sender’ function can be used when you are replying to a Mailwith many recipients, and you only want the sender to see the reply. In thereply, the original sender will become the sole recipient, and all otherrecipients will be removed from the list of addresses.

In all three cases, the reply is shown in a window entitled ‘New’, meaningthat it has not yet been saved. Complete and send the Mail in the mannerdescribed above, or, if you no longer require the Mail, click [Cancel].

The ‘Reply’ functions are likely to be used for replying to external mail only,because there is no need to reply to internal mail by creating new Mails.Instead, mail can be amended by any of the recipients, so there is no need toread several Mails to keep track of a discussion. This is the case for all Mails,but is especially useful if the Mail has been sent to a Conference where it canbe read and discussed by many people.


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Whenever an amendment is made and the Mail saved, it will appear asunread (with the ‘envelope’ icon) in the Mailboxes of all other recipients. Ifthe Mail is in a Conference, it will appear as unread to all other users, so thatthey are aware that a change has been made since they last read it. If at leastone recipient is an e-mail address, you should select ‘Send E-mail’ from theOperations menu after the Mail has been saved, if you want that recipient tosee the amendment. You will not be able to amend Mails where at least onerecipient is an e-mail address if you are using the Lock and Send E-MailsAutomatically option in the Mail and Conference Settings setting.

When changing Mails in this manner, it is recommended that all changes beaccompanied by the date of the change and the person’s initials, otherwise thesense of the Mail and the order of the changes can be lost. If this happens, itcan be helpful to look at the History of the Mail. Highlight it in the Mailboxbrowse window or open it and select ‘History’ from the Operations menu.This report will show who has read and amended the Mail and when.


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Marking Mail as Not Read

You can mark any Mail in your Mailbox or in a Conference as unread. Youmight want to do this so that it retains the ‘envelope’ icon as a reminder toread it again or to act on it at a later date. To do this, highlight the Mail inyour Mailbox or Conference browse window and select ‘Mark as not read’from the Operations menu. You can also select ‘Mark as not read’ from theOperations menu when the Mail is open.

Attachments

Files, notes and other Hansa records (including other Mails) can be attachedto a Mail using the [Attachments] button with the paper clip icon. This cantake one of two forms—

These connected objects are known as “Attachments” and this feature isuniversal in Hansa. Please refer to the ‘Working with Records’ section in the


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‘Work Area’ chapter in the ‘Introduction to HansaWorld Enterprise’ manualfor full details. Remember that a folder or directory named “Attach” must bepresent in the Hansa server folder if you want to use Attachments, and that afolder named “Tmp” should also be present on the Gateway machine if youwill be sending or receiving external mail with Attachments. A Mail musthave been saved at least once before any Attachments can be added to it.

Mails with Attachments have an extra icon in the Mailbox and Conferencebrowse windows—

Printing Mail

To print a Mail, open it and click the Printer icon in the Button Bar or select‘Print’ from the File menu.

The Form used is determined as follows—

1. Using the Form register in the System module, design the mail documentand name it “MAIL”. Use the ‘Properties’ function on the Operationsmenu to assign a Document Type of “Mail Form”. A sample Form issupplied with Hansa: this can be modified to suit your requirements.

To include fields, click the [Fields] button and then draw a box on theForm where the field is to appear. It can be moved or resized later ifnecessary. The ‘Field’ window opens. In the case of the fieldrepresenting the Mail text itself and that representing the addressees,since they are likely to extend over more than one line, it is necessary tomake an entry in the Spacing field. If this is left at 0 (the default), all thelines of text will be superimposed on one another. If the Style is 10 pointTimes, a Spacing of at least 10 points is recommended.


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You should also enter as the Field Argument the maximum number ofcharacters that can be printed in one line. In the example illustration, ithas been specified that up to 40 characters can be printed per line (fewerif the 40th character occurs in the middle of a word).

Full instructions for using the Form register can be found in the ‘SystemModule’ manual.

2. Remaining in the System module, select ‘Documents’ from the Filemenu. The ‘Documents’ list window is opened: highlight ‘Mail’.

3. Select ‘Define Document’ from the Operations menu.

4. In the subsequent window, enter “MAIL” in the Form field of the firstline (you can use ‘Paste Special’ to ensure the spelling is correct).

5. Click [Save] to save the Mail Form definition. From now on, the mailform that you have designed will be used whenever a Mail is printed.

Saving Mail

You can save the text of a Mail as a text file. To do this, open the Mail andselect ‘Save Text as File’ from the Operations menu. The usual ‘Save File’dialogue appears, allowing you to name the file and place it on your harddisk. The Mail’s Subject is used as the default file name (although anycharacters that might be illegal in some operating systems will be removed).If the Subject is too long, it will be truncated, and Hansa will beep. TheSubject will also appear as the first line in the resulting text file.


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Saving a Mail as a text file can be useful because—

1. You want to keep a record of the Mail before it is removed by the ‘CleanUp Mail Registers’ Maintenance function.

2. You want to read and update the Mail at leisure off-line. In this case,open the text file in a word processor and make the necessaryamendments. Then, copy the text (omitting the first line which is theSubject of the Mail), return to the Mail in Hansa. Place the cursor in theText field, choose ‘Select All’ from the Edit menu (Ctrl-A or -A) andthen paste in the copied text.

Searching for Mail

You can search for Mails containing a certain word or phrase. To do this,open your Mailbox or a Conference and select ‘Search’ from the Operationsmenu. The following window opens—

Period Paste Special Reporting Periods setting,System module

The function will search for the specified word or phrasein Mails last changed during this period.


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To/From Paste Special Mailboxes and Conferences

Enter a Mailbox or Conference here if you want tosearch for Mails with a specific sender or recipient(choose whether you are looking for a sender or recipientusing the Function options below).

Text search Enter here the word or phrase that you are looking for.

Function Choose whether you are looking for Mails with theMailbox or Conference entered in the To/From fieldabove as the sender, the recipient, or both.

Search Choose whether you want to search for the word orphrase in the Subjects of Mails, in the main texts ofMails or in both.

Press [Run] to activate the search. A report will be printed to screen, listingthe Mails found. In the report, click on the Subject of a Mail to open and readit.

The function will only search for Mails in the Mailbox or Conference fromwhere it was activated.

Deleting Mail

To delete a Mail, highlight it in your Mailbox browse window and select‘Delete’ from the Record menu. You can also select several Mails (holddown the Shift key to select a range of Mails in the list) and delete them all atonce. You cannot delete Mails from Conferences in this way.

If you delete a Mail that has been sent, it will be deleted from your Mailboxonly. It will remain in its recipient Mailboxes and Conferences even if it hasnot yet been read. If you want to delete a Mail from all Mailboxes andConferences, remove the check from the Sent box before deleting.

You cannot undo the deletion of aMail.!


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Local MailboxesLocal Mailboxes allow you to read and change Mail off-line (i.e. when youare not connected to the server). You can log on to the server and downloadthe contents of your Mailbox to a local Company. You can then disconnectfrom the server, and read and change your Mail when convenient. At the endof the day, you can reconnect to the server and upload the Mails that youhave changed (and download once again any Mails that have been created orchanged during the day).

Configuring a Local Mailbox System

The ServerThe server needs little configuration work to make it ready for a LocalMailbox system. Working on the server or on any client machine, make sureyou have created Person records and Mailboxes for each user likely to beusing the Local Mailbox system. The Person register is described in the‘System Module’ manual and Mailboxes are described in the ‘Setting up theHansa Mail System’ section above on page 16. Switch on the Local Mailboxoption on the ‘CRM’ card of the Configuration setting in the System module.

The ClientsIf you are using the Local Mailbox system, there should be two Companies inthe databases on each client machine, as follows—

• The “Local Company” will be used to read and edit Mail off-line.

• The “Client Company” allows the user to log in to the server.

Follow these steps to configure each client machine to use the Local Mailboxsystem. These steps assume you are installing Hansa on each client machinefor the first time. Please refer to the end of this section on page 65 if you havebeen using Hansa for some time before you start using Local Mailboxes.

1. Install Hansa on the client. Ensure that the Hansa folder contains the“DBDef.txt” and “Default.txt” files but not a “Hansa.HDB” file andlaunch the Hansa application.

2. Hansa opens the ‘Companies: Inspect’ window. Enter a single Company,as shown on the next page.

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This is the Company that will be used to read and edit Mail off-line (the“Local Company”). As it will not be used to connect to the server, theTCP/IP and Port fields are left blank. Click the [Save] button to save anddouble-click the new Company in the subsequent list.

4. When the ‘Import files available’ window appears, close it by clickingthe close box. Do not import anything yet.

5. Select ‘System Module’ from the Modules menu, and click the [Settings]button in the Master Control panel. Double-click ‘Configuration’.


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If you are using Named Users, set the number of Named Users to thenumber of different users that you anticipate will be using the machine.If you are using Concurrent Users, the numbers of Concurrent Users canbe set to one, and the number of Extra Mailboxes should be set to thenumber of different users that you anticipate will be using the machine.For example, if the machine will be used by one user in the morning andanother in the afternoon, set the number of Named Users to two, or thenumber of Concurrent Users to one and the number of Extra Mailboxesto two, depending on which option you are using. The number ofCompanies should be set to two. Check the Local Mailbox option on the‘CRM’ card, and any other boxes as required. Click the [Save] button tosave.

6. Open the Person register by clicking the [Persons] button in the MasterControl panel or by selecting ‘Persons’ from the Registers menu. EnterPerson records for all members of staff that will be using the machine. Inour example, two records will be entered, one for the morning user andone for the afternoon user. Don’t forget to set passwords for all users.

As mentioned in the ‘Server’ section above, each of these members ofstaff should also have records in the Person register on the server (withthe same initials), and should have Mailboxes on the server as well.

7. Change to the E-mail and Conferences module using the Modules menu,and click the [Mailboxes] button in the Master Control panel. Create aMailbox for each user. In the example, two Mailboxes will be created.

8. Change back to the System module and click the [Companies] button inthe Master Control panel (or select ‘Companies’ from the Registersmenu). Enter a second Company with the IP address of the server andPort Number that is the same as the Server Port in the Program Moderegister on the server. The Code should be the same as that you enteredon the server.


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When you click [Save], Hansa will quit for reasons of security. Theclient machine is now configured to use the Local Mailbox system:repeat these steps for the other clients. You should then apply for anEnabler key for each client.

If you have been using Hansa for some time before you start using the LocalMailbox system, you can still configure each client as described above, withthese differences—

i. The database on the client machine will already contain a singleCompany, the “Client Company”. When you launch Hansa, thisCompany will be shown in the ‘Select Company’ window—

If the Login window appears instead of the ‘Select Company’ window,click [Cancel]. The ‘Select Company’ window will then appear.


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ii. Select ‘Open Company Register’ from the Operations menu. The‘Companies: Inspect’ window opens—

iii. Enter the Local Company on the second row as shown—

iv. Click [Save]. Hansa will quit for reasons of security. Restart Hansa andchoose to enter the Local Company. Complete steps 5, 6 and 7 asdescribed above. The client machine is now configured to use the LocalMailbox system: repeat these steps for the other clients. You should thenapply for an Enabler key for each client.

v. In some installations, you might not be able to save the ‘Companies:Update’ window when you click the [Save] button in step iv, because thenumber of Companies has been exceeded. In this situation, you shouldquit Hansa, take the “Hansa.HDB” file out of the Hansa folder andfollow the sequence for a new client database from step 1 above. Theonly information that will be lost will be any custom window positions,


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sizes and/or sort orders that you might have saved using the ‘SavePosition’ function on the Window menu.

Using Local Mailboxes

If you are using the Local Mailbox system, you will have two Mailboxes, asfollows—

• your ‘live’ Mailbox. This is your normal Mailbox, used as describedearlier in this manual. It can only be used when you are logged in to theserver, because it is stored there. As soon as you update a Mail in thisMailbox, it will appear as unread in its recipient’s Mailbox.

• your ‘local’ Mailbox. This is stored in your client database, so you don’thave to be logged in to the server in order to read and update its contents.

In this section, we describe the sequence that you might follow to read andedit Mail off-line in a typical Hansa installation.

1. At the start of the day, launch Hansa and choose the Client Company.This enables you to log in to the server.

2. Open your Mailbox by clicking the [Mailbox] button in the MasterControl panel.

Urgent Mail can be dealt with now. Non-urgent Mail should betransferred to your Local Mailbox. To do this, select ‘Local’ from theModules menu and then ‘Local Mail’ from the Registers menu (or clickthe [Local Mailbox] button in the Master Control panel). A new windowentitled ‘Local Mailbox: Browse’ opens. This lists the contents of yourLocal Mailbox. If this is the first time you have opened your LocalMailbox, the list will be empty.

3. Select ‘Synchronise’ from the Operations menu. The contents of yourMailbox will be transferred to your Local Mailbox. The ‘pencil’ and‘envelope’ icons will be preserved, so that you can see which Mails needattention.

4. Log off from the server by quitting Hansa.

5. During the day, you can launch Hansa and choose the Local Company.Select ‘Local’ from the Modules menu and then click the [LocalMailbox] button in the Master Control panel: the ‘Local Mailbox:Browse’ window opens, showing the Mail that you transferred to yourLocal Mailbox in step 3 above.


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6. Read and update Mail in the normal way, as described in the ‘Sendingand Receiving Mail’ section above on page 42. There is one restrictionon updating Mail: changes cannot be inserted into the Mail text, theymust be added to the end of the text.

7. On returning to the office at the end of the day, you can once againlaunch Hansa and select the Client Company to log in to the server. Onceagain, open your Local Mailbox by selecting ‘Local’ from the Modulesmenu and then clicking the [Local Mailbox] button. Select ‘Synchronise’from the Operations menu. All changed Mail will be transferred fromyour Local Mailbox to your ‘live’ Mailbox, and from your ‘live’Mailbox to your Local Mailbox. If you updated a Mail in your LocalMailbox during the day at the same time as it was being changed by itsrecipient in your ‘live’ Mailbox, all changes will be preserved.

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ChatThe Chat facility allows any user to have a conversation with any other user,providing they both have Mailboxes. These conversations are not saved in thedatabase. There is no limit to the number of users that can take part in a Chat,and a single user can participate in more than one chat simultaneously. Chatsare not visible to those not taking part or to the system administrator.

To start a Chat, proceed as follows—

1. Bring the Master Control panel to the front by pressing the Ctrl-M(Windows and Linux) or -M (Macintosh) keyboard shortcut.Alternatively, use the ‘Master Control’ function on the File menu.

2. To find out who is currently logged in to Hansa, click the [Chat] buttonin the Master Control panel—

The Who Is Online report appears, showing who is currently logged intogether with the time of their last action and their IP address. Users withthe word “Info” beside their name have entered a Presentation (describedbelow on page 72). Click the word to read the Presentation.


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3. To start a Chat with someone, click on their name in the report. The Chatwindow opens.

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4. To participate in a Chat, simply type your message in the Enter Text fieldat the bottom of the screen and press Return or Enter. Your messageappears in the main area of the ‘Chat’ window, visible to all participants.

5. To print a Chat, select ‘Print’ from the File menu.

6. To leave the Chat, close the ‘Chat’ window by clicking the close box.The other participants will be told that you have left.

Buttons

The buttons at the top of the ‘Chat’ window provide features that are, in someplatforms, duplicated by functions on the Operations menu.

Invite

This function opens a list showing everyone currently logged in to Hansa.Double-click on a name to invite a person into the Chat.

Who is in this chat?

This function produces a report showing everyone currently participating inthe Chat. You can print the report by clicking the Printer icon.

Beep Others

This function causes the computers of everyone currently participating in theChat to beep.

Save as File

Use this function if you want to save the Chat as a text file.


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PresentationsEach Hansa user with a Mailbox can enter a Presentation containing a briefprofile about themselves and a picture. This profile will be visible to otherusers. Each Conference can also have a Presentation, which can containdetails about the purpose of the Conference.

Presentations can be viewed and modified by the system administrator usingthe Presentations setting in the E-mail and Conferences module.

Entering a Presentation

To enter your Presentation, bring the Master Control panel to the front. Select‘Presentation’ from the Operations menu to open the following window—

Type your profile in the right-hand field and paste a picture in the left-handfield. Click the [Save] button to save the Presentation and close the window.

You can follow the same route to change your Presentation at any time.

Reading Presentations

To read the Presentation of another user, first open a Mail where that user isthe sender or one of the recipients, or create a new Mail and enter the user’sname as the recipient. Ensure the cursor is in the user’s name and select‘Presentation’ from the Operations menu. The user’s Presentation is opened.Once you have read it, close it by clicking the close box. You can also read aPresentation by clicking the word “Info” in the Who Is Online report.

This method should also be used to create Presentations for Conferences.

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Maintenance

Introduction

Maintenance functions tend to be used to carry out certain updating tasks,usually involving batch processing and encompassing all or many of therecords in the affected register. Maintenance functions connected withHansa’s Mail facilities are located in the E-mail and Conferences module.Use the Modules menu to ensure you are in the E-mail and Conferencesmodule and then select ‘Maintenance’ from the File menu. When the‘Maintenance’ list appears, double-click an item in the list. A specificationwindow will then appear, where you can decide how the function is tooperate. Click [Run] to operate the function.

Clean Up Mail Registers

This function can be used to remove old Mails, to free up disk space.

Mailbox Paste Special Mailboxes and Conferences

If you would like to remove Mails from a particularMailbox or Conference, enter its name here. Otherwise,all Mailboxes and Conferences will be affected.

Max Number of Mails

Specify here the maximum number of Mails that youwould like Mailboxes and Conferences to contain. If anyMailboxes or Conferences contain more than thisnumber of Mails, the oldest Mails will be removed untilthis number is reached. Mails whose Lifespan is Never


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Remove will not be removed, while those whoseLifespan is Remove Next Day will be removed first.

You should only enter a number here if you want tooverride the maximum number specified in the Mail andConference Settings setting in the E-mail andConferences module or that specified when creatingindividual Mailboxes and Conferences, or if you havenot specified a number in either of those places.

Max Age of Mails Specify here the maximum age in days of Mails that youwould like Mailboxes and Conferences to contain. AllMails that are older will be removed, unless theirLifetime has been set to Never Remove. The calculationis made from the date a Mail was last modified, not thedate it was created. Mails that have not reached this agemay be removed as well if the Maximum Number(above) has been exceeded.

You should only enter a number here if you want tooverride the maximum number specified in the Mail andConference Settings setting in the E-mail andConferences module or that specified when creatingindividual Mailboxes and Conferences, or if you havenot specified a number in either of those places.

The maximum age for read Mail applies to bothMailboxes and Conferences, while that for unread Mailapplies to Mailboxes only.

Press the [Run] button to start the updating process. This may take a fewminutes, depending on the number of Mailboxes and Conferences, and on thenumber of Mails to be deleted. When the process has finished, you will bereturned to the ‘Maintenance’ list window. This can be closed by clicking theclose box.

Removing Mail AutomaticallyYou can choose to have this function run regularly and automatically. To dothis, open the Timed Operations setting in the Technics module—

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Specify a time in the Operation Time field (using the 24 hour clock) andcheck the Mail Cleanup box. The ‘Clean Up Mail Registers’ function will berun automatically at that time every day, providing the server is running. Ifyou use this facility, you must make sure a maximum number of Mails and/ora maximum age has been specified in the Mail and Conference Settingssetting, if not for the individual Mailboxes and Conferences. Otherwise, noMails will be deleted. In the illustration, it has been determined that bothbacking up and removing old Mail will take place automatically every day.

Emptying the E-mail QueueExternal mail is placed in an E-mail Queue, from where it will be sent to itsrecipient by the Gateway. Once it has been sent, it is not removed. Instead itis marked as Sent (this can be seen in the E-mail Queue register in the E-mailand Conferences module, and printed using the E-Mail Queue List report).

If you want to empty the E-mail Queue register, use the ‘Delete E-MailQueue’ Maintenance function in the E-mail and Conferences module. Do thison the main server, not on the separate Gateway machine if you have one.


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Enter the period for which you want E-Mail Queue records deleted and clickthe [Run] button. Mail that has not been sent will not be deleted.

Emptying the “Tmp” FolderThe External Gateway uses a folder named “Tmp” to store mail attachmentsdownloaded from the POP3 server before they are transferred to the “Attach”folder and attachments that are to be uploaded to the SMTP server.

Once an attachment has been transferred to the “Attach” folder or uploadedto the SMTP server, it is removed from the “Tmp” folder automatically.

Change Mailbox Name

Use this function when you need to change the Name of a Mailbox orConference after it has received Mail. First, create a new Mailbox orConference with the new Name and then use this function to move the Mailout of the old one into the new one. Then, delete the old Mailbox.

Old Name Paste Special Mailboxes and Conferences

Enter the name of the old Mailbox or Conference here. Ifyou do not enter an Old Name, the function will have noeffect.

New Name Paste Special Mailboxes and Conferences

Enter the name of the new Mailbox or Conference here.If you do not enter a New Name, or if you enter thename of a Mailbox that doesn’t exist, the function willhave no effect.

Ignore existing mails in the new mailbox

Check this box if you would to move Mail into the newMailbox or Conference even if it already contains Mail.

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If you do not check this box, Mail will only be movedinto a new Mailbox or Conference if it is empty.

Restore Recently Deleted Mail

This function can be used to recover Mail that was deleted by mistake. It willnot recover Mail that was deleted from all Mailboxes and Conferences.

After using the function, back up your database using the ‘Database TextBackup’ Export function in the System module and import the back-up fileinto a new database.

Update Postmaster Mailbox

The Postmaster is the Mailbox or Conference that receives incoming externalmail (e-mail) that has been incorrectly addressed. This may be because of atyping error (including the use of special characters, which should not appearin e-mail addresses), because the recipient no longer works for yourcompany, or because your system of E-Mail Aliases is incomplete. Youshould specify the Mailbox or Conference that is to act as the Postmaster inthe E-mail and Conference Settings setting.

If incorrectly addressed mail is not very frequent, the Postmaster will be ableto redirect such mail by opening it and typing in the correct Mailbox. If it isfrequent, the cause will probably lie with your E-Mail Aliases. E-MailAliases match the name of the recipient of the mail as typed by the sender tothe name of a Mailbox in Hansa, and are described above on page 32. If thisis the cause of the problem, you should first try to improve your E-Mail Aliassystem. Then, instead of redirecting the undelivered mail individually, thePostmaster can use this function to deliver it again using the updated E-MailAliases. Any mail that is redirected successfully will be removed from thePostmaster’s Mailbox. So, as well as taking the labour out of redirecting mail,this function will test that the new E-Mail Aliases are correct.

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Reports

Introduction

Reports connected with Hansa’s Mail facilities are located in the E-mail andConferences module. Use the Modules menu to ensure you are in this moduleand then select ‘Reports’ from the File menu or click [Reports] in the MasterControl panel. Then, double-click the appropriate item in the list. Aspecification window will then appear, where you can decide what is to beincluded in the report.

Where specified below, it is often possible to report on a selection range,such as a range of Mails. To do this, enter the lowest and highest values ofthe range, separated by a colon. For example, to report on Mails 001 to 010,enter “001:010” in the Serial Number field. Depending on the field, the sortused might be alpha or numeric. In the case of an alpha sort, a range of 1:2would also include 100, 10109, etc.

Using the options at the bottom of the specification window, determine theprint destination of the report (the default is to print to screen). You caninitially print to screen and subsequently send the report to a printer using thePrinter icon.

Once you have entered the reporting criteria and chosen a print destination,click [Run].


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E-mail Aliases

This report has two sections. The first section lists the E-Mail Aliases foreach Mailbox and Conference. The second section lists users (i.e. Persons)that don’t have Mailboxes, and users that have Mailboxes but not E-MailAliases.


Range Reporting Alpha

Enter the initials of the Person for whom you wish tocheck E-Mail Aliases. If the Person has a Mailbox andthat Mailbox has at least one Alias, only the first sectionof the report will be printed, listing the Person’s Aliases.If the Person does not have a Mailbox, or has a Mailboxthat does not have an Alias, only the second section ofthe report will be printed.

If you enter two sets of initials separated by a colon (:),the report will list E-Mail Aliases for all Persons whoseinitials fall between those two sets alphabetically. Leavethe field blank to report on all Persons.

Conference Paste Special Mailboxes and Conferences

Range Reporting Alpha

This field only relates to the first section of the report.Enter the name of the Mailbox or Conference for whichyou wish to check E-Mail Aliases. If the Mailbox orConference has at least one Alias, the first section of thereport will list the relevant Aliases. If the Mailbox orConference does not have an Alias, the first section ofthe report will be empty.

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If you enter two names (or two initial letters) separatedby a colon (:), the first section of the report will list E-Mail Aliases for all Mailboxes and Conferences in therange. Leave the field blank to report on all Mailboxesand Conferences.

E-Mail Queue List

This report is a list of the contents of the E-Mail Queue. This containsoutgoing external mail that is waiting to be sent and that has been sent.

For each item of external mail, the report shows the sender, the date and timethe Mail was saved, the date and time it was placed in the E-Mail Queue andan indication of whether the external mail has been sent.


Enter the initials of the Person whose outgoing externalmail is to be listed in the report. If you do not specify aUser, the report will list external mail sent by everybodyin your system.

Function Use these options to choose whether the report is to listmail that has been sent, mail that has not been sent orboth.


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Mail Count

This report lists the number of Mails in each Mailbox and Conference, thenumber of Attachments and the total size of those Attachments.

Note that each Mail will usually be shown as belonging to at least twoMailboxes (the sender and the receiver), so the report does not give arepresentative figure for the number of Mails in the database as a whole.

Mailbox/Conf. Paste Special Mailboxes and Conferences

Use this field to limit the report to a single Mailbox orConference. Leave it blank to report on all Mailboxesand Conferences.

Exclude class Check one or more boxes to leave Mailboxes andConferences of various types out of the report.

Sort by These options control the order in which the Mailboxesand Conferences will be listed in the report.

Name (ASC) The Mailboxes and Conferences will be sortedalphabetically by name.

Mail - Reports - Mail Count

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Mail Quant. (DESC)

The Mailboxes and Conferences will be listed inthe order of the number of Mails they contain,from highest to lowest.

Attach. Files (DESC)

The Mailboxes and Conferences will be listed inthe order of the number of Attachments theycontain, from highest to lowest.

Total Size (DESC)

The Mailboxes and Conferences will be listed inthe order of the total size of Attachments theycontain, from highest to lowest.


Mail

Index


86

IndexA

Access GroupConferences, 22Mailboxes, 18

Access Rights for Conferences, 14, 18, 22Addressing Mail, 45Admin Client, 11Administrator. See System AdministratorAmending Mail, 54Archive, 21Attachments, 57

Number and Size of, in Mailboxes andConferences, 82

Auto RepliesE-mail and Conferences module setting, 50

Automatic Replies to External Mail, 18, 49

BBeep Others

Operations menu command, Chat, 71Billboard, 21Buttons

Chat, 69Mailbox, 42

CChange Mailbox Name

E-mail and Conferences module function, 76Character Encoding, 38Chat, 69

Beeping Other Participants, 71Inviting Other Users, 71Leaving, 71Listing Participants, 71Printing, 71Saving as Text File, 71Starting, 70

Chat Button, 69Clean Up Mail Registers

E-mail and Conferences module function, 17,18, 24, 25, 43, 73

Client Company, 62, 65Closed check box

Mailboxes, 18

Conference Access GroupsE-mail and Conferences module setting, 14,

18, 22Printing a list of members, 15

Conferences, 20Access Group, 22Changing Name, 76Deleting, 23Deleting Mail from, 26Giving Access to, 14, 18, 22Listing those with E-Mail Aliases, 80Modifying, 23Mother, 21Nested Structure, 21Number of Mails and Attachments in, 82Reading Mail in, 50Recovering Deleted Mail, 77Removing Old Mail, 73Removing Old Mail Automatically, 74Sending Mail to, 50Serial Number, 17

Connecting to POP3 Accounts, 30Connecting to SMTP Accounts, 37Contact Persons

Email AddressExcluding from Reports, 27

CustomersEmail Address

Excluding from Reports, 27

DDelete E-Mail Queue

E-mail and Conferences module function, 75Deleted Mail

Recovering, 77Deleting Mail, 61, 73

Automatically, 74from Conferences, 26

EE-Mail. See External MailEmail Address

Contact PersonsExcluding from Reports, 27

CustomersExcluding from Reports, 27

Index - F

Persons, 13E-mail Addresses

Use of Special Characters, 31E-Mail Aliases

E-mail and Conferences module register, 32E-mail and Conferences module report, 80Printing a List, 80

E-mail and Conferences module, 11E-Mail POP3 Servers

E-mail and Conferences module register, 30E-mail Queue

E-mail and Conferences module register, 47Emptying, 75Viewing, 81

E-mail Queue ListE-mail and Conferences module report, 81

E-Mail SMTP ServersExternal Gateway register, 37

Employees. See PersonsEnvelope Icon, 42Exports

Excluding Customer and Contact EmailAddresses, 27

External Gateway, 27Backing Up, 39

External Gateway module, 27External Mail, 8, 27

Attaching a Signature, 48Attachments, 57Automatic Replies, 18, 49Connecting to Mailboxes, 32Deleting, 75Frequency of checking for, 39in a Single-User Installation, 40Incoming, 30Incoming with incorrect address, 25Locking, 26Outgoing, 37Replying to, 55Sending, 47Sending and Locking, 26, 44, 45Specifying Return Address, 13, 38Viewing Contents of Queue, 81

FFolder, 21

GGateway

Backing Up, 39

Internal and External, 27

HHierarchical Structure of Conferences, 21History

Operations menu command, Mail, 56History of Mails, 56

IIncoming External Mail, 30

Automatic Replies, 18, 49Connecting to Mailboxes, 32Frequency of checking for, 39in a Single-User Installation, 40Incorrectly addressed, 25Locking, 26

Internal Gateway, 27Invite

Operations menu command, Chat, 71

LLibrary, 21Lifetime of Mails, 18, 25, 43, 73Local Company, 62Local Mailboxes, 62Locked check box

Incoming External Mail, 26Mail, 44Outgoing External Mail, 26, 44, 45

Locking Mail, 44

MMail

Addressing, 45Amending, 54Attachments, 57Deleting, 61, 73Deleting Automatically, 74Lifetime, 18, 25, 43, 73Locked check box, 44Marking as not read, 57Preventing Changes, 44Printing, 58

Text printed incorrectly, 58Priority check box, 45Reading and Changing off-line, 62Receiving, 42Recipients, 45


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Recovering after Deletion, 77Redirecting, 77Replying to, 54Saving, 59Searching for text, 60Sending, 42, 44, 46Sending to Conferences, 50Sent check box, 44, 46Viewing History, 56

Mail and Conference SettingsE-mail and Conferences module setting, 24

Mail CountE-mail and Conferences module report, 82

Mail SystemSetting up, 8

Mailbox Button, 42Mailboxes

Access Group, 18Changing Name, 76Closed check box, 18Connecting to Incoming External Mail, 32Creating, 16Deleting, 19E-mail and Conferences module register, 16Listing those with E-Mail Aliases, 80Maximum Number of Mails, 17, 24Modifying, 19Number of Mails and Attachments in, 82Recovering Deleted Mail, 77Removing Old Mail, 73Removing Old Mail Automatically, 74Serial Number, 17

MailsNumber of, in Mailboxes and Conferences, 82

Maintenance functionsChange Mailbox Name, 76Clean Up Mail Registers, 17, 18, 24, 25, 43,

73Delete E-Mail Queue, 75Restore Recently Deleted Mail, 77Update Postmaster Mailbox, 77

Mark as not readOperations menu command, Mail, 57

Master Control PanelChat Button, 69Mailbox Button, 42

Maximum Number of Mails, 17, 24Modules

E-mail and Conferences, 11Technics, 11

MotherConferences, 21

Mother Folder, 21

NNested Structure of Conferences, 21News, 21

OOpen Auto Reply

Operations menu command, Mailboxes, 18Operations menu command, Master Control

panel, 49Open Signature

Operations menu command, Master Controlpanel, 48

Operations Menu (Chat)Beep Others, 71Invite, 71Save as File, 71Who is in this chat?, 71

Operations Menu (Local Mailbox)Synchronise, 67

Operations Menu (Mail)History, 56Mark as not read, 57Presentation, 72Reply, 54Reply to Sender, 54Reply with Quote, 54Save Text as File, 59Search, 60Send E-mail, 47

Operations Menu (Mailboxes)Open Auto Reply, 18

Operations Menu (Master Control panel)Open Auto Reply, 49Open Signature, 48Send and Receive E-mail, 47

Outgoing External Mail, 37Attaching a Signature, 48in a Single-User Installation, 40Sending and Locking, 26, 44, 45Specifying Return Address, 38

Out-of-Office MessageAutomatic Replies to Outgoing External Mail,

18, 49

Index - P

PPencil Icon, 42Person Access Group

Technics Module report, 15Persons

Creating Mailboxes for, 16Email Address, 13Printing a list of members of each Conference

Access Group, 15POP3 Accounts. See E-Mail POP3 ServersPost Office Protocol version 3. See E-Mail POP3

ServersPostmaster, 25Preferences. See SettingsPresentation

Operations menu command, Mail, 72Presentations, 72

and System Administrator, 72E-mail and Conferences module setting, 72Entering, 72Reading, 72

Printing Mail, 58Priority check box

Mail, 45Profiles. See Presentations

RReceiving Mail, 42Recipients

Mail, 45Registers

E-Mail Aliases, 32E-Mail POP3 Servers, 30E-mail Queue, 47E-Mail SMTP Servers, 37Mailboxes, 16

Replies to External MailAutomatic, 18, 49

ReplyOperations menu command, Mail, 54

Reply to SenderOperations menu command, Mail, 54

Reply with QuoteOperations menu command, Mail, 54

Replying to Mail, 54Reports

E-mail Aliases, 80E-mail Queue List, 81

Excluding Customer and Contact EmailAddresses, 27

Mail Count, 82Person Access Group, 15

Restore Recently Deleted MailE-mail and Conferences module function, 77

Return Addressin Outgoing External Mail, 13, 38

SSave as File

Operations menu command, Chat, 71Save Text as File

Operations menu command, Mail, 59Saving Mail, 59Search

Operations menu command, Mail, 60Send and Receive E-mail

Operations menu command, Master Controlpanel, 47

Send E-mailOperations menu command, Mail, 47

Sending External Mail, 47Automatic, 26, 44, 45

Sending Mail, 42, 44, 46Sending Mail to Conferences, 50Sent check box

Mail, 44, 46Serial Number

Mailboxes and Conferences, 17Settings

Auto Replies, 50Conference Access Groups, 14, 18, 22E-Mail SMTP Servers, 37Mail and Conference Settings, 24Presentations, 72Signatures, 48Timed Operations, 74

SignatureAttaching to Outgoing External Mail, 48

Signature in External Mail, 48Signatures

E-mail and Conferences module setting, 48Simple Mail Transfer Protocol. See E-Mail

SMTP ServersSingle-User

Configuring for External Mail, 40Sending and Receiving External Mail, 47

SMTP Accounts. See E-Mail SMTP ServersSpecial Characters

in E-mail Addresses, 31


90

Structure of Conferences, 21Synchronise

Operations menu command, Local Mailbox,67

System Administrator, 26Access to Presentations, 72

TTechnics module

Gaining Access to, 11Text

Searching for, in Mails, 60Timed Operations

Technics Module setting, 74Tmp Folder, 28, 57

Emptying, 76

UUnread Mail, 42Unsent Mail, 42Update Postmaster Mailbox

E-mail and Conferences module function, 77Users

Creating Mailboxes for, 16Listing those without Mailboxes or E-Mail

Aliases, 80

WWho is in this chat?

Operations menu command, Chat, 71